Title
Recorder-Clerk recommending the Board:
1) Approve and authorize the Purchasing Agent to sign Amendment V to Agreement for Services 129 (061-S0311), an Assignment Agreement, to reflect the acquisition of SouthTech Systems, Inc. by Granicus, LLC, effective November 9, 2018, for the provision of software and related services to the County Recorder-Clerk; a
2) Approve and authorize payment of $15,755 for invoices received from Granicus for 2019 services that were previously authorized by the Board to be paid to SouthTech; and
3) Approve and authorize the continued use of perpetual Agreement for Services 129 (061-S0311) with Granicus, LLC, for eRecording, electronic lien and CRiis software licenses and associated support, and redaction OCR counts for the contract year September 25, 2019 through September 24, 2020 for up to $30,350.
FUNDING: Recorder-Clerk Special Revenue Funds.
Body
DISCUSSION / BACKGROUND
Amendment V to Agreement for Services #129 (061-S0311) is an Assignment Amendment for the acquisition of SouthTech Systems, Inc. by Granicus, LLC. This acquisition was effective November 9, 2018.
According to Procurement Policy C-17 the Board must approve initially, and on an annual basis, the use of any contract that does not have a stated contract term. The Recorder-Clerk has utilized perpetual service agreement #129 (061-S0311) since 2002 for all electronic recording services, including auto indexing, auto redaction and CRiis system site software license and associated support services. The term of this contract renews annually, on September 25th. The Recorder-Clerk uses the system to record documents and also to perform functions necessary for the County Clerk duties.
On June 22, 2008, Board of Supervisors authorized the continued use of this contract with AtPac, Inc. for proprietary software applications and support. In March 2017 AtPac, Inc. was acquired by SouthTech Systems, thereby requiring approval of Amendment IV to contract #129 (061-S0311) for the assignment of this contract to SouthTech Systems, with no change to contract term, pricing, scope of work, technical support and other services (Legistar 08-0929, 6/6/17). The term of the agreement renews annually, on September 25th.
On September 25, 2018, the Board authorized continued use of the perpetual contract #129 for services by SouthTech, including AutoDex Licensing, Day forward Redaction, electronic recording, electronic lien and CRiss software and maintenance up to $26,650 (Legistar 18-1268). Due to the acquisition of SouthTech by Granicus, Granicus invoiced the County for some of these services in 2019. Approval of this item will allow for payment of $15,755 to Granicus for said services performed after the acquisition.
ALTERNATIVES
Disapproval of this item will prevent the Recorder-Clerk from paying invoices for services rendered in 2019 and from continuing with the many functions of the office which are currently provided by these licenses and maintenance agreements.
PRIOR BOARD ACTION
Legistar 08-0929 Amendment IV, 6/6/17, assignment of AtPac to SouthTech
Legistar 18-1268 9/25/18, Perpetual contract approval
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurements and Contracts and County Counsel
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change to Net County Cost. Funding is available in the FY 2019-20 Approved Recommended Budget from the Recorder Modernization Trust fund.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance.
CONTACT
Janelle Horne, Recorder-Clerk